iExpense Load credit card Expenses into Oracle and Payables
To process a Company Pay expense report:
1. On a daily basis, obtain the credit card transactions data file from your credit card provider.
2. Load and validate your transactions. Visa VCF 4 Transaction Loader and Validation Program
3. Create and import the credit card provider invoice.
To create the credit card provider invoice and import it into Oracle Payables, you must run the Create Credit Card Issuer Invoice program in Payables. This will be scheduled to run on a daily basis.
Responsibility: AP Super User
Credit Card providerInvoice: 3062749-01-FEB-18
In this example, there are expenses for 2 employees:
Shannon Tremblay = 590.91
Kenn Richards = 922.80
Total = 1,513.71
Credit Card provider Invoice: 3067743-17-FEB-18
In this example, there are expenses for one employee
After the import, the AP header record appears as follows:
And the distribution appears as follows. All lines of the file are charged to the “default clearing account”. The default has been defined as 20000-0900001-00000-00000-2200020.
The Accounting entry created by loading the daily transactions is:
DR Clearing Account – 20000.0900001.00000.00000.2200020.00000.0000.0000.0000
CR Trade AP (to xxxxxxx) 20000.0900001.00000.00000.2200010.00000.0000.0000.0000
This entry is created at the summary level per employee.
1. Employee creates and submits expense report.
After the file is loaded in Step 2 below, the transactions are matched to employee records in iExpense and employees can complete expense reports.
Submission of employee expense reports will work the same as Amex charges in the US. When users create expense reports, they select the credit card transactions that they want to submit on an expense report. During this step, users determine if transactions are business or personal expenses. Users will be reimbursed by their employers for only cash and other business expenses. (Cash and other expenses represent expenses that were not charged to the company credit card but are business expenses.) They will not be reimbursed for any business credit card expenses.
Credit card transactions designated as personal expenses will reduce the amount that the employee will be reimbursed. Once processed on an expense report, credit card transactions are no longer available in the list of transactions to be added to expense reports. This is true for both business and personal expenses.